Let me tell you a sad story about a girl who used a thumb/flash/USB drive to manage her files as she went from client to client and meeting to meeting.
She would work from different client offices and would take her wonderful Microsoft Surface Book with her for easy transport and had her big ‘boat anchor’ laptop at her office.
It was great.
She always had her files with her and was working off one version and could handle client requests at all times.
Things were perfect.
Then, one dark and stormy night…
Okay. I can’t remember if it was dark and stormy, but it is in my memories.
I can actually still feel the unease in the pit of my stomach as I am writing this blog for you all.
Anyway, one day (way back in 2016- yes, we have been around a while) she puts the USB drive into her computer and it says the entire drive is corrupt and nothing can be read on it.
Yep. That’s what I was thinking when it happened to me.
Then, as I started to cry and feel sick, I kept muttering, “I – Lost – All- My- Files.”
I was lucky enough to have a friend who owns a computer service company and after crying, with a ton of despair, I called him.
I was still freaking out, and feeling sick to my stomach, but I had finished muttering and you could understand what I was saying because it wasn’t behind that crying, can’t catch your breath voice. You know what I am talking about for that right?
I do have to give them major props here: Secure Solutions IT. Check them out- I am not affiliated with them nor do I get any referral benefits, but I feel they deserve a callout. Go Mark and Secure Solutions IT!
It took hours and hours, but he was able to recover 90% of the drive.
That was in 2016.
I learned a tough lesson that day.
I hope you don’t ever have to learn it yourself.
Trust me. The stove is hot. You don’t need to touch it to verify.
Of course, you can lose all your files and data if you want, but I really don’t recommend it.
So, what did I do?
I went out and bought Dropbox Business.
I am not affiliated with Dropbox, but I love it, so I am sharing about the peace of mind it gives me.
Dropbox became my USB drive, but it has better reliability, security, and other IT stuff that I can’t always explain, but I need in my business.
Then came another dark and stormy night…
Again, I think this was a sunny summer day, but when I think back I color it with rain and darkness.
I had Dropbox and received a notification that one of my team members had deleted most of our files.
She still feels bad about it, but this time there wasn’t anything to feel bad about other than the short minute-long panic attack I had.
Dropbox sent me a summary of the activity and it showed that she had deleted more than 1500 files from Dropbox. I don’t and didn’t always look at my summary of activity, but I was happy I did it that day.
The laptop she was using ran out of memory because it was before they introduced Smart Sync and she had a TON of files downloaded to her new laptop and it couldn’t handle all the files.
I totally get what happened. (She is editing this blog- So, sorry to bring it up again, but I think it shows the other side of what happens with and without Dropbox.)
I searched Dropbox Help and I restored all the files!
A totally different outcome from what could have been a devastating situation to my business.
What do I love about Dropbox?
- It is cloud-based so it isn’t just on my laptop, desktop, or USB.
- I can access it from multiple places. Yep. I log in and it’s there.
- I can send files to clients with a click of a mouse.
- I can cancel sharing files with clients with the click of a mouse.
- I can keep limited files backed up on my local device saving me money on the size of my computer/boat anchor. (I work with design files. They are big!)
- I can give access to my team and access the files they are working on.
- I can request files from clients. I have a lot of clients who love this. It is an easy way for them to share their files off their phone and computers, especially images for social media. It’s awesome.
- I can recover files for up to 30 days! That’s a relief, especially when you have had to do it before.
Dropbox was an investment for me and all my team, but the peace of mind it gives is priceless.
Now, there are alternatives like Box and Sharepoint.
I have used Sharepoint and it may be included in your Office 365 subscription, and it could be a cost-saver for you. There are probably other options out there too, but I have been using Dropbox for five years and it is great.
Visit Dropbox.com if you have questions.
On another note, if you’re also looking for a task manager tool to help you and your team be better organized, then check out our Product Review on CoSchedule.